Study Leave Update
Please be aware that unless you provide ALL of the following information for your study leave application, we will not be able to process your payment:
- An electronic study leave application form
- Proof of payment
- Proof of attendance or certificate
If you have not included these items your application will not be processed. Due to high volumes of applications we are unable to advise if you have not sent all of the correct information. Please ensure you check your application before submission. Please allow 3 months for your payment to be reimbursed within your monthly salary.
Study Leave Guidelines
Study leave includes 15 days for attending the half-day release course (vocational training scheme, VTS). Attendance at the half-day release course is compulsory even when working in secondary care. To allow for leave 70% pro-rata attendance is expected.
Travel to the AKT and CSA is allowable as a legitimate employers travel expense for professional (not study) leave processed by the Lead Employer including overnight accommodation for morning only CSA assessment. Exam fees cannot be reclaimed.
Exam preparation courses, including CSA and AKT, are claimable from study leave allowance if the course is provided by Health Education West Midlands or RCGP but not other providers. Private study leave may not be granted for exam preparation as 12 hours educational time is built in to the GP registrar normal working week within the BMA contract.
Approval and Process
Trainees (including academic trainees) should use local processes with the training practice or hospital trust to apply for the study leave, but study leave funding is paid by the lead employer. Applications for reimbursement of study leave expenses should be claimed via the GP School, using the a claim form here: GP Study Claim Form
and guidance on how to claim can be found in the following document: GP Study Leave - How to claim
Study leave is only available to meet the competencies of the MRCGP curriculum and must have an appropriate PDP objective in the trainee ePortfolio prior to the study activity, and learning log entry afterwards. Online courses and subscriptions cannot be claimed.
Study leave forms or any study related queries must be received by Health Education West Midlands at the following email address: GPStudy.firstname.lastname@example.org within one month of the expense.
For GP Trainees in the West Midlands, Study Leave funding will be agreed on an individual claim evaluation process. ACF's are reminded that funding towards a masters/diploma is included in their training costs to the university and enquiries should be made to their academic supervisors on access to such support
Travel to a course
Travel to an approved study leave event can be claimed on the study leave form above. Trainees are reminded not to duplicate travel claims by claiming both from their employer and study leave as this could lead to an investigation by NHS Fraud department.
An appeal can be made to the Head of School if a trainee is refused study leave funding. If the situation remains unresolved trainees have the right to appeal direct to Health Education West Midlands Study Leave committee following the documented procedure.